Travel and Expense Management (TEM) Upgrade: Exploring the New Features Webinar Transcript Introduction Slide title: Travel and Expense Management (TEM) Upgrade: Exploring the New Features Welcome to today s webinar highlighting the travel and expense management system s new features. Slide title: Facilitators My name is Andrea Davis and I am an Account Tech II with University Payables. With me today is Tammy Ziegler, Business Administrative Associate, also with University Payables. Slide title: Agenda Here is today s agenda. We will review the webinar s goal, give you an overview of the new cosmetic upgrade of TEM s user interface and then explore and demonstrate three new features which include new ways to attach receipts, recall a submitted expense report and a new feature that may help prevent you from accidentally paying yourself instead of reconciling a t-card transaction. We ll quickly discuss a couple of bonus features and conclude with a question and answer session. Slide title: Goal The goal of this webinar is to explain and demonstrate some of the TEM upgrade features. You will notice some cosmetic changes and new functionality but the basic structure including choosing a purpose, choosing the expense types and the workflow are all similar to the TEM version that you are currently using. UNIVERSITY PAYABLES 1 of 5
New Interface Overview Slide title: The first topic we will discuss is the new Interface Overview. You will notice that there are some changes in the way the My Documents screen looks. The My Info link has been moved from the right hand corner to a tab on the left hand side. There will be additional information located here including the document owner s manager and department. The tab labeled Outstanding Charges has been changed to Credit Card. Please note that outstanding advances will still show up in this tab. There is also an Export link that will allow you to export your expense report information to an excel spreadsheet for editing or emailing. You will now be able to view the document history using the View Document History icon instead of opening up the expense report. Probably the most beneficial enhancement is that there is a Document Filter icon when the document filter has been set. This will let the owner know that not all expense reports are viewable when the filter is in use. Slide title: Attach receipts In this section, we ll look at three new key features. We re going to take you through how to attach receipts, recall a document and a new feature that should help reduce the chance of you paying yourself instead of reconciling a t-card transaction. Slide title: Receipts In the current TEM version, you had to print the coversheet and scan/email or fax your receipts to a program that attached the receipts to the correct expense report. This new version eliminates the program and will allow you to attach your own documents within the expense report. You will need way to digitize your receipts. For example, a scanner can be used to capture the image; or an email could already contain the attachment. Here is an expense report for a travel reimbursement for car rental. After the item has been entered, click the arrow next to the receipt button in the upper left hand corner. There are three options: View Receipts, Attach Receipts and Delete Receipts. If you click on Attach Receipts, you will then be able to browse your computer to find the specific receipt file that you have saved. Please note that TEM lists the different file types that can be attached. You can attach each receipt individually or if you ve scanned multiple receipts into one file you can attach the one file. Locate the specific receipt file on your computer, and click the attach button to upload the document. Once the documents have been successfully uploaded, click the Done button. You can then View or Delete the receipts before submitting the expense report. This will be helpful to check for receipt legibility and completeness before an expense report is submitted. We will now delete the receipt so we can demonstrate another way to attach receipts. UNIVERSITY PAYABLES 2 of 5
Another way to attach a receipt is through email. You will be able to email TEMDocs@uillinois.edu with the files attached directly to an expense report. The subject line must contain the expense report number exactly as assigned. You will be able to attach multiple files to one email and will receive an email confirmation if the file was unable to upload. Please note that only document owners and their proxies will be able to email receipts directly to an expense report. Again, all of this information in the webinar will be posted on the TEM resource page including a transcript of the webinar. Slide title: Recall a document The next feature that we will discuss is the recall feature. You can see that if an expense report is eligible to be recalled after submission, there s an icon with an arrow pointing to the right that s next to the expense report. This is the Recall Document icon. If that feature is available you can click this icon and the expense report will be recalled back to the document owner s queue for editing and re-submission. Only expense reports that have been submitted and are currently in a Manager s review queue are eligible to be recalled. Once an expense report has passed to a charge code review queue or is in the pre-pay audit queue, you can no longer recall the expense report. Please note that since all power user (vendor) payments skip the manager review queue, these types of expense reports will not be able to be recalled. You would need to email that reviewer and ask that the expense report be rejected back to the document owner. Slide title: Accidentally Paying Yourself The last feature we will be demonstrating is a new business rule designed to help keep users from accidentally reimbursing themselves when trying to reconcile a t-card transaction. If you are a travel arranger using the purpose of Arranged-Travel/Employee or Arranged Travel/Non-Employee when you get to the Over-view tab, you can see that there is not an option to choose an out-of-pocket reimbursement expense; you can only choose to attach a t-card. In addition, if you are creating an expense reporting using the purpose of Employee Travel/Meal Reimbursement/T-card charges and you choose an out-of-pocket reimbursement with the same date and amount as a t-card transaction in our Credit Card tab, you will get a warning message upon submission to make sure that you are submitting a correct reimbursement. If you really meant to reimburse yourself, you can enter an explanation and the expense report can be submitted; if you meant to reconcile the t-card transaction, you can delete the line item expense and attach the t-card transaction. We are hoping that this helps reduce a common issue that we have seen. Again, all of this information in the webinar will be posted on the TEM resource page including a transcript of the webinar. UNIVERSITY PAYABLES 3 of 5
Bonus Features Lastly, we have a couple of bonus features that we would like to touch on: Auto-Fill and Document Search. Slide title: Auto-Fill In the current version of TEM, some searchable field such as starting location or destination had to be entered by using the Find Icon, which looks like a pair of binoculars, and then choose from a list of results. In the new version, you can just type in the field and choices will become available in the dropdown menu. We hope that this will save a little time when entering your expense report information. Slide title: Document Search Also, departments have requested document review permissions for expense reports outside of their workflow. In this version, you can request permission to have an Auditor Search role that will allow you to have access to expense reports that you have not created or reviewed. If you now have Banner query permissions, you will be automatically granted this ability to search expense reports. Simply click on the Search My Documents button and enter the expense report in the tracking field. Please note that you must enter capital ER followed by the number and click the search button (versus pressing the enter button on your keyboard). UNIVERSITY PAYABLES 4 of 5
Summary Slide title: Summary At the beginning of this webinar we said the goal was to explain and demonstrate TEM s new features. We hope that you will find these enhancements beneficial to you. Slide title: Summary Slide content or image(s): Resources Job aids posted on the Tem Resource Page TEMhelp@uillinois.edu UPAY Customer Service 333-6583 Job aids for these processes will be posted at Go-Live. Questions after this webinar can be emailed to TEMhelp@uillinois.edu or you may contact UPAY Customer Service by phone at 217-333-6583. Thank You Slide title: Thank You! Thank you for attending this webinar. Question and Answer Slide title: Question and Answer We will now have a question and answer session. UNIVERSITY PAYABLES 5 of 5